execution of an event is outlined in the event plan

Whistler Outdoor Music Festival

Student Name

Student Id


 

Contents

Project Progress Report 2

Resource Associated. 6

Project Progress Table. 6

Project Baseline and Milestone. 11

References. 12

 

 

 

 

 

Project Progress Report

The execution of an event is outlined in the event plan. It covers all aspect of an event, including the start and conclusion dates, the money, the location, the marketing, the participants, and more.

Depending upon the size of the event, the scope and complexity of the event plan may change, but the underlying difficulties always exist. Most of us, whether at home, at business, or in their community, have had some experience organising events. Let’s keep the article’s attention on substantial happenings (Julian, B. and Triayudi 2021). A conference is a typical example of a big event, so let’s talk about a TEDx conference we were a part of to show how to prepare an event for our event management objectives. This case study provides a clear explanation of the format, difficulties, and advantages of using software to arrange large events (Juliana et al. 2021).

When organising an event, the date should be taken into account first. That serves as a permanent anchor. Additionally, you should make an estimation of the attendance. These two important factors will serve as a guide for the other areas of your event planning (Salam, A. and Hajriyanti 2022).

Unfortunately, there will always be factors beyond your control, such as inclement weather, sluggish deliveries, technical issues, and other unexpected hiccups. Since you cannot modify the date of your event, you should be as ready as you can be for any dangers or problems that can arise on the day of your event.

Progress Report

Project Name: live concert/music festival Reporting Period: Filled by student
Stakeholder: Filled by student Owner: Filled by student
Project Manager: Filled by student Project Due Date: Filled by student
Compiled By: Filled by student Date Submitted: Filled by student

 

Summary

Item Current Status Prior Status Summary
Project Status On Time Delayed The Planning of the event has been started and the stakeholder are assigned to list the event values.
Scope On Time On Time The project will be happening on time with proper schedule
Schedule Changes Needed Changes Needed The Planning of the event has been started and the stakeholder are assigned to list the event values.
Cost On Budget On Budget The budget plan in the project is not as excepted so the delay of project can be done (Østby, Yamin and Al Sabbagh 2019)
Risk Yes Yes There is risk addressed that shows changes are required

 

Tasks

Task Status Objective Planned Actual Progress Complete Deliverable
Event Venue In Progress Decide the event plan During the initial stage before investor meet It would require more planning 25% In Progress
Guest List In Progress Is about to get ready after meet After venue is decide Guest list must be made early 25% Not Started
Investor Meet On Time To get the funding Is planned during planning (Julian, B. and Triayudi 2021) The planning is done after investor meet 50% In Progress
Place visit On Time To design pamphelets Is planned during planning After the venue is decided 50% In Progress
Event Décor team On Time After the venue is decided Is planned during planning (Aschenauer et al. 2019)   75% Not Started
Event Day On Time Place is decided     50% Not Started

 

 

 

 

 

Issues

Issue When Identified Action or Ignore Owner Resolved
Budget After venue is decided Funding and investor meet is decided to relocate the event Investor and project manager Yes
Shared Responsibilities After some employees reject to come New hiring is done Project Management staff No
Lead singer not coming After the invite is sent New invite is sent to different singer (Malem et al. 2022) Project manager and investor (Tereso et al. 2019) Yes

 

Budget

Item Allocation Spent Spent to Date
Total Event $350,000.00 $350,00 $350,00
Stage $500 $500 $500
Musician $5000 $4500 $500
Venue $5000 $5800 $500

 

Accomplishments

·         Successfully achieving deliverables.

·         Adding project exclusions successfully.

·         Setting project cost and timeline efficiently.

·         Setting the limitation clearly as mentioned.

·         Engaging all stakeholders clearly.

 

Expected Accomplishments

·         Making the timeline efficient and completing procedure as it is.

·         Successfully include excluded items in the project scope.

·         Effective budgeting and scheduling of projects.

·         Setting the bounds explicitly is one method.

·         Achieving consensus among all parties involved.

 

Resource Associated

Resource Name Type Initials Max. Units Std. Rate Ovt. Rate Cost/Use
Music Promoters Work M 100% $20.00/hr $20.00/hr $60.00
Subcontractors Work S 100% $35.00/hr $35.00/hr $73.00
Festival grounds (property) owners Work F 100% $44.00/hr $44.00/hr $24.00
Attendees Work A 100% $67.00/hr $67.00/hr $24.00
Music Artists Work M 100% $38.00/hr $38.00/hr $14.00
Food Vendors/Suppliers Work F 100% $84.00/hr $84.00/hr $64.00
Project staff and management team Work P 100% $68.00/hr $68.00/hr $32.00
Municipality Work M 100% $34.00/hr $34.00/hr $43.00
Local community Work L 100% $56.00/hr $56.00/hr $43.00
Environmentalists Work E 100% $66.00/hr $66.00/hr $53.00
Project Sponsor Work P 100% $43.00/hr $43.00/hr $13.00
Investors Work I 100% $24.00/hr $24.00/hr $13.00

 

Project Progress Table

Task Name Duration Start Finish Resource Names
Whistler Outdoor Music Festival 2023 246 days Sun 11/6/22 Mon 10/16/23
   Venue 27 days Sun 11/6/22 Tue 12/13/22
      Procure Materials 6 days Mon 11/7/22 Mon 11/14/22 Investors, Project Sponsor, Project staff and management team
      Install Power to Staging Areas 7 days Tue 11/15/22 Wed 11/23/22 Environmentalists, Local community, Municipality
      Install Restrooms/Water Supply 6 days Thu 11/24/22 Thu 12/1/22 Attendees, Festival grounds (property) owners
      Install Temp Fence & Gates 8 days Fri 12/2/22 Tue 12/13/22 Attendees, Festival grounds (property) owners, Local community
      Milestone 1 0 days Sun 11/6/22 Sun 11/6/22
   Setting up the stages 43 days Wed 12/14/22 Fri 2/10/23
      Contact Stage Companies 6 days Wed 12/14/22 Wed 12/21/22 Festival grounds (property) owners, Investors
      Deliver Materials 6 days Thu 12/22/22 Thu 12/29/22 Project staff and management team, Subcontractors
      Setup stages 4 days Fri 12/30/22 Wed 1/4/23 Project staff and management team, Subcontractors
      Setup Lighting 7 days Thu 1/5/23 Fri 1/13/23 Project staff and management team
      Setup Barriers 7 days Mon 1/16/23 Tue 1/24/23 Project staff and management team, Subcontractors
      Rent Equipment 8 days Wed 1/25/23 Fri 2/3/23 Festival grounds (property) owners, Project staff and management team
      Setup Equipment 5 days Mon 2/6/23 Fri 2/10/23 Project staff and management team
   Tickets 117 days Sun 11/6/22 Tue 4/18/23
      Design Tickets 7 days Mon 2/13/23 Tue 2/21/23 Festival grounds (property) owners, Project Sponsor, Project staff and management team, Subcontractors
      Contact Printing Companies 6 days Wed 2/22/23 Wed 3/1/23 Investors, Project staff and management team
      Select Company 6 days Thu 3/2/23 Thu 3/9/23 Festival grounds (property) owners, Investors, Project staff and management team
      Print Tickets 7 days Fri 3/10/23 Mon 3/20/23 Festival grounds (property) owners, Investors, Project staff and management team, Subcontractors
      Contact Distribution Center 6 days Tue 3/21/23 Tue 3/28/23 Investors, Project staff and management team, Subcontractors
      Setup Payment Portal 5 days Wed 3/29/23 Tue 4/4/23 Investors, Local community, Project staff and management team, Subcontractors
      Distribute Tickets 10 days Wed 4/5/23 Tue 4/18/23 Festival grounds (property) owners, Investors, Local community, Project Sponsor, Project staff and management team
      Milestone 2 0 days Sun 11/6/22 Sun 11/6/22
   Promotion 26 days Tue 4/18/23 Wed 5/24/23
      Design Advertisement 5 days Wed 4/19/23 Tue 4/25/23 Festival grounds (property) owners, Local community, Music Artists, Project staff and management team, Subcontractors
      Contact Printing/Media Companies 4 days Wed 4/26/23 Mon 5/1/23 Investors, Music Artists, Music Promoters, Project Sponsor, Project staff and management team
      Select Companies 4 days Tue 5/2/23 Fri 5/5/23 Festival grounds (property) owners, Project Sponsor, Project staff and management team
      Post on Social media 4 days Mon 5/8/23 Thu 5/11/23 Local community, Music Artists, Project staff and management team
      Distribute Print Promotion 5 days Fri 5/12/23 Thu 5/18/23 Festival grounds (property) owners, Investors, Music Promoters, Project staff and management team, Subcontractors
      Post Adds in Local Paper 4 days Fri 5/19/23 Wed 5/24/23 Music Promoters, Project staff and management team
      Milestone 3 0 days Tue 4/18/23 Tue 4/18/23
   HRM 28 days Thu 5/25/23 Mon 7/3/23
      Identify Personnel Needs 5 days Thu 5/25/23 Wed 5/31/23 Project Sponsor, Project staff and management team, Subcontractors
      Develop Job Descriptions 3 days Thu 6/1/23 Mon 6/5/23 Investors, Project staff and management team, Subcontractors
      Determine Number of Workers Needed 4 days Tue 6/6/23 Fri 6/9/23 Project staff and management team, Subcontractors
      Conduct Interviews 6 days Mon 6/12/23 Mon 6/19/23 Project staff and management team, Subcontractors
      Hire 6 days Tue 6/20/23 Tue 6/27/23 Project staff and management team, Subcontractors
      Establish Schedule 4 days Wed 6/28/23 Mon 7/3/23 Project staff and management team, Subcontractors
   Performance 194 days Sun 11/6/22 Thu 8/3/23
      Contact Artist Reps 5 days Tue 7/4/23 Mon 7/10/23 Festival grounds (property) owners, Investors, Music Artists, Project Sponsor, Project staff and management team, Subcontractors
      Contact Transportation Companies 6 days Tue 7/11/23 Tue 7/18/23 Music Artists, Music Promoters, Project Sponsor, Project staff and management team
      Coordinate Arrival Times 4 days Wed 7/19/23 Mon 7/24/23 Music Promoters, Project Sponsor, Project staff and management team, Subcontractors
      Sound Check 4 days Tue 7/25/23 Fri 7/28/23 Municipality, Music Artists, Music Promoters
      Provide Transport to Venue 4 days Mon 7/31/23 Thu 8/3/23 Festival grounds (property) owners, Project staff and management team, Subcontractors
       Milestone 4 0 days Sun 11/6/22 Sun 11/6/22
   The Event 209 days Sun 11/6/22 Thu 8/24/23
      Contact Security Companies 6 days Fri 8/4/23 Fri 8/11/23 Festival grounds (property) owners, Municipality, Music Promoters, Project Sponsor, Project staff and management team, Subcontractors
      Assign Coordinators 6 days Mon 8/14/23 Mon 8/21/23 Attendees, Music Artists, Project staff and management team, Subcontractors
      Start the Event 2 days Tue 8/22/23 Wed 8/23/23 Attendees, Environmentalists, Local community, Municipality, Music Artists, Music Promoters
      End the Event 1 day Thu 8/24/23 Thu 8/24/23 Attendees, Local community, Music Artists, Project Sponsor, Project staff and management team, Subcontractors
      Milestone 5 0 days Sun 11/6/22 Sun 11/6/22
   Post Festival 243 days Sun 11/6/22 Wed 10/11/23
      Dismantle Equipment 7 days Fri 8/25/23 Mon 9/4/23 Environmentalists, Festival grounds (property) owners, Project staff and management team, Subcontractors
      Dismantle Stages 7 days Tue 9/5/23 Wed 9/13/23 Environmentalists, Project staff and management team, Subcontractors
      Dismantle Temp Power 5 days Thu 9/14/23 Wed 9/20/23 Project staff and management team, Subcontractors
      Dismantle Restrooms/Water Supply 4 days Thu 9/21/23 Tue 9/26/23 Project staff and management team, Subcontractors
      Final Clean Up 6 days Wed 9/27/23 Wed 10/4/23 Project staff and management team, Subcontractors
      Terminate Employment 5 days Thu 10/5/23 Wed 10/11/23 Festival grounds (property) owners, Project Sponsor, Project staff and management team, Subcontractors
      Milestone 6 0 days Sun 11/6/22 Sun 11/6/22
   Project Management 3 days Thu 10/12/23 Mon 10/16/23
      Deliver Profit/Loss Report to Customer 3 days Thu 10/12/23 Mon 10/16/23 Investors, Project Sponsor, Project staff and management team

 

Project Baseline and Milestone

References

Aschenauer, E., Baker, M., Chang, W., Lee, J., Tu, Z. and Zheng, L., 2019. BeAGLE: A Tool to Refine Detector Requirements for eA Collisions EIC R&D Project eRD17: Progress Report (January-June 2019) and Proposal. URL https://wiki. bnl. gov/eic/index. php/BeAGLE.

Østby, G., Yamin, M.M. and Al Sabbagh, B., 2019, June. sieMS in crisis management: detection, escalation and presentation–a work in progress. In 5th interdisciPlinary cyber research conference 2019 (p. 38).

Malem, S., Gueni, F. and Katerna, O., EVENT MANAGEMENT-OVERVIEW AND ORGANIZATION APPROACHES. ПРОБЛЕМИ ПІДГОТОВКИ ПРОФЕСІЙНИХ КАДРІВ З ЛОГІСТИКИ В УМОВАХ ГЛОБАЛЬНОГО КОНКУРЕНТНОГО СЕРЕДОВИЩА, p.240.

Juliana, H.D.R., Naveen Kumar, V., Richard, G. and Shivadarshini, P., 2021. Evecurate–A Smart Event Management App Using Flutter and Firebase. International Journal of Scientific Research & Engineering Trends7(4), pp.2519-2524.

Salam, A. and Hajriyanti, R., 2022. Event Management System for Webinars and Survey. International Journal Software Engineering and Computer Science (IJSECS)2(1), pp.9-17.

Julian, B. and Triayudi, A., 2021, February. User Satisfaction Analysis for Event Management Systems Using RAD and PIECES Framework. In IOP Conference Series: Materials Science and Engineering (Vol. 1088, No. 1, p. 012024). IOP Publishing.

Tereso, A., Ribeiro, P., Fernandes, G., Loureiro, I. and Ferreira, M., 2019. Project management practices in private organizations. Project Management Journal50(1), pp.6-22.